Admin Assistant 3 - Records

The University of New Mexico•Albuquerque, NM

6d•Remote

About The Position

The Office of the Medical Investigator (OMI), a nationally accredited program within The University of New Mexico School of Medicine Department of Pathology, is seeking a highly organized and experienced Administrative Assistant 3 to support complex operational, educational, and programmatic functions. OMI investigates deaths across New Mexico that are sudden, violent, untimely, or unexpected and serves families, communities, and legal partners with professionalism and compassion. This position plays a critical role in supporting departmental operations, coordinating projects, and maintaining structured workflows that support both administrative and medical education–related initiatives. The ideal candidate thrives in a fast-paced environment, demonstrates strong independent judgment, and brings advanced experience with Smartsheet’s and data-driven tracking systems. OMI is a 24/7 facility. Applicants may work weekends/holidays.

Requirements

High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.
Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Nice To Haves

Advanced experience with Smartsheet’s and data-driven tracking systems.

Responsibilities

Respond to telephone calls and inquiries directed to the Records Department from families, members of the public, and outside agencies, providing accurate information and assistance within the scope of the Records Department.
Process and fulfill requests for OMI records from the public and outside agencies while ensuring compliance with IPRA, HIPAA, OMI policies, and applicable confidentiality requirements.
Maintain and archive OMI and outside-agency records in accordance with established records-management, retention, and confidentiality requirements.
Support OMI Pathologists by locating, obtaining, and compiling requested documentation.
Perform and maintain other administrative responsibilities as needed to support the operational needs of OMI and the Records Department.